Privacy Policy – EdBuddies.ai

Privacy Notice

Effective Date: [23 July 2026]
Last Updated: [23 July 2026]

1. About This Privacy Notice

EDUSPHERE TECHNOLOGIES SDN. BHD. (Company No. 202501007158 (1608572-U)), trading as EdBuddies.ai (“EdBuddies”, “we”, “us” or “our”), respects your privacy and is committed to protecting your personal data.

This Privacy Notice explains how we collect, use, disclose, store, transfer and protect personal data when you access or use:

the EdBuddies website;
the EdBuddies mobile application;
the EdBuddies web platform;
our centre-management and education-related services;
our customer-support and demonstration channels; and
our marketing communications.

This Privacy Notice applies to education-centre owners, administrators, teachers, employees, parents, guardians, students, prospective customers, business contacts and other users of EdBuddies.

2. Personal Data We Collect

Depending on your relationship with EdBuddies and the features you use, we may collect or process the following categories of personal data:

Account and contact information

Name;
email address;
telephone number;
username and account details;
profile photograph;
user role;
centre or branch affiliation;
communication preferences; and
account status and permissions.

Student information

Name;
date of birth or age;
student or enrolment number;
parent or guardian details;
class and subject enrolment;
attendance records;
lesson records;
marks, grades and assessment results;
teacher remarks;
homework and test papers;
AI-assisted marking results;
learning materials;
payment and invoice status; and
other information entered by an authorised education centre.

Parent and guardian information

Name and contact details;
relationship with the student;
linked student accounts;
billing and invoice details;
communication preferences; and
communications with the education centre.

Teacher and employee information

Name and contact details;
qualifications and subjects taught;
class assignments;
attendance and working records;
leave information;
payroll-related information;
payment details; and
administrative records.

Centre and business information

Centre or business name;
registration information;
business address;
branch information;
contact-person details;
class schedules;
subscription information;
invoices and payment records; and
centre settings and administrative information.

Technical and usage information

IP address;
browser and device information;
operating system;
application version;
login and session information;
features accessed;
actions performed on the Platform;
activity and audit logs;
notification-delivery and read status;
error and crash information; and
security and diagnostic information.

Marketing and business-contact information

Business name;
publicly available business email address;
business telephone number;
contact-person name and job title;
business location;
marketing engagement;
communication history; and
unsubscribe status.

We do not intentionally request sensitive personal data unless it is necessary for the relevant service, lawfully collected and appropriately protected.

3. How We Collect Personal Data

We may collect personal data:

directly from you;
from your parent or legal guardian;
from an education centre;
from an authorised centre administrator, teacher or employee;
when an account is created;
when information or files are uploaded to EdBuddies;
when you make or receive a payment;
when you contact our support team;
automatically when you use our website or Platform;
through cookies and similar technologies;
from our service providers; and
from publicly available business websites, corporate directories, business listings and similar sources.

Where a person or education centre provides another individual’s personal data to EdBuddies, they are responsible for ensuring that they have the required authority, consent or other lawful basis to do so.

4. How We Use Personal Data

We may use personal data to:

create and manage user accounts;
verify users and protect account security;
register and manage students;
schedule classes and lessons;
record attendance;
maintain student progress and assessment records;
manage teachers and employees;
manage teacher leave and payroll functions;
issue invoices and record payments;
send announcements and service notifications;
provide AI-assisted test-paper marking;
provide customer support;
manage subscriptions and free trials;
process and reconcile payments;
prevent fraud and misuse;
investigate errors and security incidents;
improve the reliability and functionality of EdBuddies;
conduct service analytics;
comply with legal and regulatory requirements;
establish or defend legal claims; and
send marketing communications where permitted by applicable law.

We will not use personal data for a materially different purpose without providing appropriate notice and obtaining consent where required.

5. Service Communications and Marketing

We may send operational communications that are necessary to provide EdBuddies, including:

account-verification emails;
password-reset messages;
invoices and payment reminders;
security alerts;
class and attendance notifications;
service announcements; and
customer-support messages.

These operational messages are separate from promotional marketing.

Where required, marketing consent will be requested separately and will not be bundled with acceptance of the Terms of Use or this Privacy Notice.

Where permitted by applicable law, we may use publicly available business-contact information to introduce EdBuddies to education centres and other relevant organisations.

Our promotional emails will:

clearly identify EdBuddies as the sender;
contain accurate sender information;
include a working unsubscribe method; and
respect valid unsubscribe requests.

You may unsubscribe at any time by selecting the unsubscribe link in an email or contacting us.

We may retain limited suppression information, such as your email address and unsubscribe date, to ensure that we do not send further marketing communications to you.

For telephone, voice or SMS marketing in Singapore, we will comply with applicable consent and Do-Not-Call Registry requirements.

6. Children and Student Data

EdBuddies is used in education environments and may process personal data relating to children and students.

Education centres, parents and guardians are responsible for ensuring that student information is submitted lawfully and that all required permissions, notices and consents have been provided.

Children should not independently create an EdBuddies account or provide personal data unless authorised by the relevant education centre and their parent or legal guardian.

Student information will be processed only for educational, administrative, payment, communication, security and related service purposes.

We do not knowingly use identifiable student information for unrelated advertising.

Parents or guardians who believe that a child’s information has been provided without appropriate authority may contact the relevant education centre or our Privacy Contact.

7. AI-Assisted Features

EdBuddies may provide AI-assisted features, including test-paper marking, content generation, summaries and recommendations.

Information submitted to an AI-assisted feature may be processed to generate the requested result, maintain security and support service quality.

AI-generated results may contain errors and should be reviewed by an authorised teacher, tutor or education-centre representative before being relied upon.

EdBuddies should not be used to make significant decisions affecting a student, teacher or other individual solely through automated processing without appropriate human review.

We will not use identifiable student content to train a general-purpose artificial-intelligence model unless appropriate notice is provided and any legally required permission is obtained.

8. Disclosure to Other Parties

We may disclose personal data where necessary to:

the education centre responsible for the relevant account or records;
authorised centre owners, administrators, teachers and employees;
parents or legal guardians linked to a student;
payment processors;
cloud-hosting and database providers;
email-delivery providers;
push-notification providers;
search-service providers;
security, logging and error-monitoring providers;
customer-support providers;
auditors, insurers, lawyers and professional advisers;
regulators, courts, law-enforcement agencies and government authorities; and
parties involved in a merger, acquisition, restructuring or sale of our business.

Our service providers may include Supabase, DigitalOcean, SendGrid, Brevo, OneSignal, HitPay, Airwallex, Algolia, LogSnag, Sentry and other providers used to operate EdBuddies.

These service providers may process personal data only for authorised purposes and subject to appropriate confidentiality, security and contractual requirements.

We do not sell personal data.

9. International Data Transfers

EdBuddies operates across Malaysia and Singapore and uses service providers that may process or store personal data in other countries.

Personal data may therefore be transferred to, stored in or accessed from locations outside the country in which it was originally collected.

Where personal data is transferred internationally, we will take reasonable and legally required measures to ensure that the data receives an appropriate and comparable standard of protection.

These measures may include:

selecting appropriate hosting locations;
carrying out vendor assessments;
entering into data-processing agreements;
using contractual transfer safeguards;
restricting access to personal data;
applying technical security measures; and
obtaining consent where required.

10. Data Retention

We retain personal data only for as long as reasonably necessary to:

provide the Services;
fulfil the purpose for which the data was collected;
meet education-centre instructions;
comply with accounting, tax and legal requirements;
maintain security and audit records;
investigate disputes or incidents; and
protect our legitimate legal interests.

Retention periods may differ depending on the type of information.

For example:

active account information may be retained while the account or subscription remains active;
centre-managed records may be retained according to the centre’s instructions and applicable legal requirements;
invoices and financial records may be retained for legally required accounting and tax periods;
technical and security logs may be retained for shorter operational or security periods;
support records may be retained while necessary to resolve and document an issue;
marketing information may be removed when it is no longer reasonably required; and
unsubscribe records may be retained to ensure that the opt-out continues to be respected.

When personal data is no longer required, it will be deleted, anonymised or securely isolated in accordance with our retention procedures.

Some information may remain temporarily in secured backups until it is overwritten through the normal backup cycle.

11. Security

We use reasonable administrative, organisational and technical safeguards designed to protect personal data against:

unauthorised access;
accidental loss;
unlawful disclosure;
misuse;
alteration;
destruction; and
other unlawful processing.

These safeguards may include access controls, authentication, audit logging, monitoring, backups, staff-access restrictions and contractual protections for service providers.

No internet-based system is completely secure. Users are responsible for protecting their account credentials and informing us promptly if they suspect unauthorised access.

12. Personal Data Breaches

If we become aware of a personal data breach, we will investigate and assess the incident in accordance with our internal incident-response procedures.

Where notification is required by applicable law, we will notify the relevant authority and affected individuals within the legally required period.

A notification may explain:

what happened;
the categories of information affected;
the possible consequences;
the steps taken by EdBuddies; and
recommended actions that affected individuals may take.

13. Your Rights

Depending on your location and the applicable law, you may have the right to:

ask whether we hold or process your personal data;
request access to your personal data;
request correction of inaccurate or incomplete information;
withdraw consent, subject to legal and contractual restrictions;
object to or stop direct marketing;
request deletion or anonymisation where applicable;
make a complaint about how your personal data is handled; and
contact the relevant data-protection authority.

These rights may be subject to exceptions under applicable law.

Where EdBuddies processes personal data on behalf of an education centre, we may refer your request to that centre or seek the centre’s authorisation before completing the request.

14. Submitting a Privacy Request

To request access, correction, consent withdrawal, marketing opt-out or deletion where applicable, contact:

Data Protection Officer / Privacy Contact
EDUSPHERE TECHNOLOGIES SDN. BHD.
Email: [email protected]

Registered address:

A-23A-7, Tower A, Vertical Business Suite, Avenue 3, Bangsar South, No. 8, Jalan Kerinchi, 59200 Kuala Lumpur, Malaysia.

Your request should include:

your name and contact information;
your relationship with EdBuddies;
the relevant education centre, where applicable;
details of your request; and
enough information for us to verify your identity.

We may request additional information to verify your identity and protect personal data from unauthorised disclosure.

We aim to acknowledge and complete valid privacy requests as soon as reasonably practicable, with an internal target of 30 days, unless a different period is required or permitted by law.

15. Cookies and Similar Technologies

Our website and Platform may use cookies and similar technologies for:

login and authentication;
maintaining user sessions;
remembering preferences;
security and fraud prevention;
service performance;
analytics; and
marketing where enabled.

Strictly necessary cookies may be used because they are required for the website or Platform to function.

Where required by applicable law, consent will be requested before non-essential analytics or marketing cookies are used.

You may manage cookies through your browser or device settings. Disabling necessary cookies may prevent certain features from functioning correctly.

16. Third-Party Websites

EdBuddies may contain links to websites, payment services or applications operated by third parties.

These third parties may have their own privacy policies and may process personal data independently from EdBuddies.

You should review the relevant third party’s privacy notice before providing personal data through its services.

17. Changes to This Privacy Notice

We may update this Privacy Notice when:

our Services or features change;
our service providers change;
our data-processing practices change;
security requirements change; or
applicable laws and regulations change.

The updated Privacy Notice will be published with a revised “Last Updated” date.

Where a change materially affects how personal data is processed, we may provide additional notice through EdBuddies, email or another appropriate method.

18. Contact Us

Questions, complaints and privacy requests may be directed to: